Admin Assistant

2 days ago

Ayala Alabang, National Capital Region, Philippines Festival Supermall Inc. Full time ₱250,000 - ₱500,000 per year

DESCRIPTION OF FUNCTIONS

  1. DEPARTMENT ADMINISTRATIVE SUPPORT

  2. Facilitate, coordinate, and monitor the submission and timely processing of job requests (JRs), purchase requests (PRs), and requests for payment (RFPs) for the Branding and Sponsorship, Revenue

    Generation, and Creatives teams.

  3. Maintain and organize department files, records, and official communications for easy access and retrieval.
  4. Track and monitor department memos, ensuring proper dissemination and acknowledgment from all team members.
  5. Monitor and manage inventory and supplies for the department, ensuring the teams have the necessary resources to operate effectively.
  6. Assist in the preparation of budget proposals and financial documentation as required by the teams.

  7. Serve as the central point of contact for all administrative needs within the department.

  8. TEAM COORDINATION AND DOCUMENTATION

  9. Act as the primary coordinator for department-wide projects, ensuring that all documentation and project materials are properly filed and organized.

  10. Consolidate and submit team reports, proposals, and project updates as required.
  11. Monitor incoming and outgoing requests from various departments related to marketing initiatives, ensuring prompt resolution and tracking.
  12. Support cross-functional collaboration between teams by ensuring seamless communication and proper documentation flow.

  13. Assist in coordinating team-wide meetings, ensuring agenda preparation, note-taking, and follow-up on

    action items.

  14. EXECUTIVE SUPPORT TO THE VP (AS NEEDED)

  15. Provide occasional administrative support to the Vice President (VP) of Corporate Marketing, including scheduling meetings, preparing reports, and assisting with presentations as needed.

  16. Manage the flow of documents requiring the VPs signature or approval, ensuring that critical items are processed in a timely manner.
  17. Support the VP during major events, briefings, or company-wide meetings.

  18. Handle minimal coordination or communication tasks on behalf of the VP, only when necessary.

  19. SPECIAL PROJECT SUPPORT

  20. Assist in the planning, coordination, and execution of marketing events, sponsorship activations, and other department-led initiatives.

  21. Provide administrative assistance in the development of marketing collaterals, working with the Creatives team to meet deadlines and maintain output quality.
  22. Coordinate with external vendors, suppliers, and event partners to ensure proper documentation and payment processing.
  23. Offer logistical and administrative support for team-related special projects and marketing campaigns.
  24. Provide at least five (5) new accounts or leads per month, including verified contact details, to support the Branding and Sponsorship team. The Branding team will take over direct outreach and coordination

    with these leads.
  25. Assist in maintaining updated databases of partners, vendors, and leads to support the team.
  26. Coordinate logistical requirements such as permits, documentation, and vendor compliance (as deemed necessary)

QUALIFICATIONS

  • Bachelor's degree in Business Administration, Marketing, Communications, or any related field.
  • At least 1 year of experience as an Administrative Assistant, Executive Assistant, or Department Secretary, preferably in a corporate marketing setting.
  • Fresh graduates are welcome to apply
  • Experience in document processing, budget monitoring, and team coordination is an advantage.
  • Proficiency in office administration, document management, and corporate communication processes.
  • Familiarity with corporate marketing operations, including sponsorships, revenue generation, and creative support.

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